Judicial Assistant

THERE IS ONE (1) PART-TIME POSITION TO HIRE FROM THIS POSTING. Why This Position is a Great Opportunity: This position is assigned to Juvenile Division of the Clerk’s Office housed at the Denney Juvenile Justice Center. The Juvenile Division is a fully functioning satellite office with responsibilities that include working in the courtroom, customer service, cashiering, intensive docketing/data entry, preparing and processing civil protection orders, processing appeals to the Court of Appeals for all case types, and assisting with special projects. Court matters heard at Denney Juvenile Justice Center include all juvenile matters, civil protection orders, minor guardianship, family law and civil litigation matters. This is an excellent opportunity to enhance your current skills and expand your knowledge in multiple areas of the legal system. How to be Successful in the Role: The successful candidate for this position is seeking meaningful purpose in their position, wants to expand their knowledge within the judicial system where each day may present new challenges and learning opportunities. The successful candidate will have strong administrative skills, are detail oriented, adaptable, have a strong work ethic, can maintain professional boundaries, and can work both independently and as part of a team. Additionalsuccess factors: Excellent clerical and time management skills Exceptional interpersonal ability and strong written and verbal communication skills The ability to build partnerships and promote teamwork A professional image and positive, approachable demeanor A commitment to teamwork and helping others achieve goals The ability to multi-task and handle numerous responsibilities simultaneously in a fast-paced environment Core Daily Responsibilities: The Clerk of the Superior Court's duties are primarily administrative in nature, being quasi-judicial in some cases. The clerk is responsible for maintaining the records of all cases filed in the Superior Court. As a Judicial Process Assistant Clerk in the Juvenile Division, some of your responsibilities will be: Attend Superior court hearings and prepare detailed minutes and exhibit catalogs Assist the judge in maintaining order and decorum in all proceedings before the court Examine, interpret, and process court documents prior to acceptance for filing Determine and provide appropriate access to court records Maintain electronic record keeping systems to ensure complex databases are accurate Assist general public, attorneys/legal staff, Superior Court employees, agencies by telephone or in writing explaining court procedures and schedules SELECTION PROCESS The hiring process may include one or more, but is not limited to the following: Application review and evaluation, performance/audio tests, written tests, oral board examinations, supplemental questionnaires scoring, and/or interviews at the discretion of the hiring managers. To examine, prepare, index and preserve all Superior Court court records and exhibits received in the County Clerk’s Office pursuant to state law and court rules; and to provide technical customer service. To create contemporaneous minutes, capture digitally recorded media, receive and document court exhibits and file same for all Superior Court proceedings pursuant to state law and court rules. STATEMENT OF ESSENTIAL JOB DUTIES Examines court documents for legally required data, formats and correct causes of action for Superior Court criminal and civil matters prior to acceptance for filing, pursuant to statutes and court rules; and processes filing fee accounts receivable transactions. Prepares and electronically files appeal documents with State Court of Appeals and State Supreme Court, pursuant to state Rules of Appellate Procedure (RAP); receives, prepares, and processes appeal documents to/from courts of limited jurisdiction and state administrative agencies; and prepares billing documents. Examines, determines and provides appropriate access for all court exhibits; indexes and retrieves exhibit data from computer databases; maintains chain of custody for records and exhibits and participates in routine audits; prepares documentation and exhibits for release, and/or destruction after required retention period; prepares and provides exhibits for transfer to State Supreme Court or State Court of Appeals for appellate cases. Examines and indexes court and appellate documents into state databases and Clerk’s Case Management System (CMS) and ensures compliance with state law, and state and local court rules; facilitates the proper preparation and processing of court documents; examines court records to ensure statutorily confidential and sealed documents and records are not disclosed to the public; verifies to ensure accuracy. Determines and transmits specific court documents and court orders to law enforcement pursuant to state laws; transmits specific court documents, court orders and information to government agencies pursuant to state laws. Issues summons and writs; reviews and issues material bench warrants and warrants of arrest as ordered by Superior Court; reviews, issues and maintains search warrants, and enters and manages special inquiries and intercepts as ordered by Superior Court. Reviews and complies with court orders in the issuance of in-state subpoenas and issues foreign subpoenas under Clerk’s statutory authority; prepares certified and/or exemplified legal court documents and records, tenders fees, and transmits to agencies and the public as required. Assists attorneys, legal staff, Superior Court employees and the Judiciary, other government agencies, and the public in conducting complex court record searches; determines access to confidential and sealed court records; collects fees, prepares certified search results, and maintains audit trail of written search requests. Assists the general public, attorneys/legal staff, Superior Court employees and the Judiciary, government and commercial agencies in person, by telephone or in writing; provides technical information about court document and record processing and indexing;; evaluates and diffuses sensitive and/or potentially volatile people and situations and reacts appropriately including contacting security when necessary. Determines appropriate fees based on statutory requirements and receipts a high volume of complex Superior Court fees, fines and restitution from a variety of sources into the Clerk’s CMS. Maintains accounting for all legal tender collected; maintains, balances, and closes cash registers on a daily basis; recommends and maintains accounting controls in an environment that includes a high volume of customer transactions. Provides ex parte services via mail to law firms and the public; researches and provides filed documents to the judiciary to facilitate the processing and entry of court orders; facilitates completion of ex parte transactions. Prepares complex and detailed contemporaneous minutes and exhibit indices on high-volume court hearing calendars and trials in a Superior Courtroom setting for criminal and civil matters and a variety of legal hearings. Receives and creates a record of all court documents, exhibits and depositions used during trials; identifies, numbers, categorizes and maintains security of exhibits offered during court proceedings; maintains confidential records and/or information as directed by state law and court rules. Administers jury oaths in open court; maintains records of jurors excused or impaneled during court proceedings; creates record of witnesses called and sword; provides jurors with all admitted exhibits for deliberation; reads jury verdict in open court and polls each juror for verification of verdict. Obtains signatures of attorneys and litigants on pertinent documents before submission to the judge/commissioner; reviews documents, records, and exhibits for accuracy and compliance prior to filing. Assists the general public, attorneys, legal staff, Superior court employees, Judges and Commissioners, and government agencies in person, by telephone or in writing by providing technical assistance and information; explains procedures and schedules; locates and provides information from Superior Court records while maintaining security and confidentiality as required; evaluates and diffuses sensitive and/or potentially volatile people and situations and reacts appropriately. Acts as liaison on behalf of the Clerk’s Office to Judges, Commissioners, law clerks, members of the legal community and the public. Performs related duties of a bailiff in his/her absence including coordinating changes to Judge’s schedule, opening and closing court, and acting as liaison between the court, attorneys, public and jurors. Maintains electronic record keeping systems to ensure complex databases are accurate; reviews court documents, records and digital recordings for accuracy sufficient to prepare records groups for permanent archival preservation or destruction in accordance with Secretary of State Clerk Retention Schedules and generally accepted recordkeeping principles. STATEMENT OF OTHER JOB DUTIES Recommends and assists in writing and updating procedures; collects, analyzes and reports division productivity data; designs and recommends new forms, information systems, and reports as appropriate. Performs select duties of Judicial Process Assistant Lead/Supervisor as assigned; provides back up and peak work load coverage for co-workers; performs Judicial Operations Assistant and Judicial Accounting Assistant duties as assigned. Testifies in court cases as a subject matter expert regarding Clerk’s Office policies and procedures and statutory responsibilities as required. Trains and/or checks work of Judicial Process Assistant trainees and support staff; when conducting training, meets with trainees on a weekly basis to discuss training status; prepares reports for the manager, supervisor and lead on trainees' progress; prepares and updates training manuals; recommends and assists in updating procedures as necessary. Collects, analyzes and reports division productivity data; designs and recommends new forms, information systems, and reports as appropriate. Serves on a variety of teams and committees as needed; may perform other related duties as assigned. MINIMUM QUALIFICATIONS Associate’s Degree in criminal justice or paralegal studies or completion of an accredited legal assistant program; AND one (1) year of legal clerical work, legal document/record processing work, records management or legal customer service experience; OR any equivalent combination of training and/or experience that provides the required knowledge and abilities. Must pass job related tests. SPECIAL REQUIREMENTS Typing of forty-five (45) wpm required. KNOWLEDGE AND ABILITIES Knowledge of: processing court documents in accordance with state laws, appellate and general rules, Superior Court Local Court Rules and Administrative Orders state and local databases and Clerk’s CMS legal terminology courtroom operations general records management principles county departmental structures/departments including Prosecuting Attorney, Public Defender, Superior Court and records management warehousing cash handling / receipting methods and cash-related accounting controls court document processing procedures basic arithmetic computer software applications, including Microsoft Office Suite court records research techniques and procedures office policies, procedures, and practices and commonly used equipment employee training methods, practices, and techniques Ability to: establish and maintain effective work relationships with superiors, peers and other staff learn, understand, and execute complex technical court document and records policies and procedures including document examination, interpretation, and acceptance and rejection procedures research and provide answers to public court document and court records questions listen and understand complex Judicial oral decisions and reduce them to written form learn and teach trainees the distinction between offering legal advice and providing excellent customer service and applying this knowledge in the workplace maintain required indexing and cashiering accuracy standards use proper English, spelling, grammar, punctuation and word usage follow complex oral and written instructions communicate effectively orally and in writing perform accurate arithmetic calculations work independently and effectively under pressure work with minimum supervision and make consequential work decisions in accordance with state laws, court rules, and Court and Clerk policies and procedures communicate effectively with customers including a culturally diverse population and angry or distraught customers, in a courteous and professional manner. May be required to obtain information from defendants in the face of hostility and dispute operate standard and specialized office equipment including computers, printers, copiers, telephones, and data entry retrieval programs maintain public databases including entering data, performing data verification, making corrections to data, and developing database queries update and write new procedures when necessary exercise good judgment under stressful circumstances operate in a lead capacity when assigned train and provide support to other staff analyze and solve work related problems acquire knowledge of specialized procedures and subject matters encountered in work assignments SUPERVISION The employee in this class receives administrative direction from the Judicial Process Assistant Lead, Judicial Process Assistant Supervisor, or Division Manager. Assignments are made indicating generally what is to be done, the quantity of work expected and any deadlines to be met. The employee carries out recurring assignments on his/her own initiative and receives additional specific instructions for new or unusual assignments. Work is spot checked to ensure conformance with policies and procedures. WORKING CONDITIONS The work may be performed in any area of the Clerk’s Office and Superior Cour/ Denney Juvenile Justice Center and off-site locations. PHYSICAL EFFORT The employee must be able to perform physical tasks including lifting boxes and material weighing up to thirty (30) pounds, daily crouching, bending, kneeling, and reaching, and sitting and/or standing for long periods of time; use of ladders/step stools may be required. There is also considerable arm/hand movement required for database entry. Pushing a cart over carpets, concrete, and aggregate surfaces may also be required. Snohomish County is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request. #J-18808-Ljbffr